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  "whatThisIs": "A research brief: a structured summary of one paper, prepared for seanrintel.com from the paper's full text.",
  "howItWasMade": "This brief was prepared with AI assistance and published by Sean Rintel. It is not the authors' published text.",
  "whatIsVerbatim": "Only 'quote' fields, figure captions and 'abstract' are the authors' own words. Research questions follow the paper's wording where it states them. Takeaway, summaries, answers, definitions and method are the site's plain-language paraphrase.",
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   "For anything not covered here, read the paper itself: 'fullTextSources' lists free versions first.",
   "If 'researchOverview' is present, the paper is part of one of Sean Rintel's research overviews: it gives the overview's thesis, the claims this paper is evidence for and its role in each, and the other papers in the overview.",
   "To find other papers by Sean Rintel, use the catalogue at https://seanrintel.com/publications/index.json."
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  "authorship": "Sean Rintel's role on each paper: lead author when he is first author, sole author when he is the only author, and otherwise senior author. Senior author here means the senior researcher on the team, whatever his position in the author list.",
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 "name": "The CoExplorer Technology Probe: A Generative AI-Powered Adaptive Interface to Support Intentionality in Planning and Running Video Meetings",
 "author": [
  {
   "@type": "Person",
   "name": "Gun Woo (Warren) Park"
  },
  {
   "@type": "Person",
   "name": "Payod Panda"
  },
  {
   "@type": "Person",
   "name": "Lev Tankelevitch"
  },
  {
   "@type": "Person",
   "@id": "https://seanrintel.com/#sean-rintel",
   "name": "Sean Rintel",
   "url": "https://seanrintel.com/",
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    "https://www.microsoft.com/en-us/research/people/serintel/",
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 ],
 "datePublished": "2024-07",
 "doi": "10.1145/3643834.3661507",
 "url": "https://seanrintel.com/publications/the-coexplorer-technology-probe-a-generative-ai-powered-adaptive-interface-to-support-intentionality-in-planning-and-running-video-meetings.html",
 "citation": "Gun Woo (Warren) Park, Payod Panda, Lev Tankelevitch, and Sean Rintel. 2024. The CoExplorer Technology Probe: A Generative AI-Powered Adaptive Interface to Support Intentionality in Planning and Running Video Meetings. DIS 2024. https://doi.org/10.1145/3643834.3661507",
 "bibtex": "@inproceedings{park2024the,\nauthor = {Park, Gun Woo (Warren) and Panda, Payod and Tankelevitch, Lev and Rintel, Sean},\ntitle = {The CoExplorer Technology Probe: A Generative AI-Powered Adaptive Interface to Support Intentionality in Planning and Running Video Meetings},\nbooktitle = {DIS 2024},\nyear = {2024},\nmonth = {July},\npublisher = {ACM},\nurl = {https://doi.org/10.1145/3643834.3661507},\ndoi = {10.1145/3643834.3661507},\n}",
 "abstract": "Effective meetings are effortful, but traditional videoconferencing systems offer little support for reducing this effort across the meeting lifecycle. Generative AI (GenAI) has the potential to radically redefine meetings by augmenting intentional meeting behaviors. CoExplorer, our novel adaptive meeting prototype, preemptively generates likely phases that meetings would undergo, tools that allow capturing attendees’ thoughts before the meeting, and for each phase, window layouts, and appropriate applications and files. Using CoExplorer as a technology probe in a guided walkthrough, we studied its potential in a sample of participants from a global technology company. Our findings suggest that GenAI has the potential to help meetings stay on track and reduce workload, although concerns were raised about users’ agency, trust, and possible disruption to traditional meeting norms. We discuss these concerns and their design implications for the development of GenAI meeting technology. KEYWORDS: video meetings, effectiveness, effort, design, adaptive user interface, windowing system, speech recognition; intent recognition, technology probe",
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   "url": "https://doi.org/10.1145/3643834.3661507",
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   "url": "https://arxiv.org/pdf/2405.18239",
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 "fullTextAvailable": true,
 "takeaway": "Generative AI can ease meeting intentionality (knowing why you meet). From the invitation, AI can generate a goal, meeting phases and a poll of where attendees agree, focusing discussion on differences. Then an adaptive interface can open apps and files as talk changes phase.",
 "researchOverview": {
  "name": "Better Meetings",
  "page": "https://seanrintel.com/better-meetings.html",
  "json": "https://seanrintel.com/overviews/better-meetings.json",
  "markdown": "https://seanrintel.com/overviews/better-meetings.md",
  "thesis": "A meeting's purpose should shape everything about it, yet many meetings run without one stated. Good help with meeting goals moves people from wherever they start, with depth that fits the meeting.",
  "claimsThisPaperFeeds": [
   {
    "claim": "AI that asks what a meeting is for gets people thinking it through themselves",
    "role": "supporting evidence",
    "url": "https://seanrintel.com/better-meetings.html#m2"
   },
   {
    "claim": "Help with meeting goals should start where people are, and go deeper only for meetings that need it",
    "role": "supporting evidence",
    "url": "https://seanrintel.com/better-meetings.html#m3"
   },
   {
    "claim": "A meeting's purpose is everyone's job, but asking what it is can feel risky, especially for junior staff",
    "role": "qualifies the claim",
    "url": "https://seanrintel.com/better-meetings.html#m4"
   },
   {
    "claim": "A meeting's purpose is easily lost between meetings unless something carries it forward",
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    "study": "Interviews: how people hold meeting goals",
    "title": "Mental Models of Meeting Goals: Supporting Intentionality in Meeting Technologies",
    "page": "https://seanrintel.com/publications/mental-models-of-meeting-goals-supporting-intentionality-in-meeting-technologies.html",
    "researchBrief": "https://seanrintel.com/publications/mental-models-of-meeting-goals-supporting-intentionality-in-meeting-technologies.json"
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    "study": "Coaching study: an AI coach before real meetings",
    "title": "What Does Success Look Like? Catalyzing Meeting Intentionality with AI-Assisted Prospective Reflection",
    "page": "https://seanrintel.com/publications/what-does-success-look-like-catalyzing-meeting-intentionality-with-ai-assisted-prospective-reflection.html",
    "researchBrief": "https://seanrintel.com/publications/what-does-success-look-like-catalyzing-meeting-intentionality-with-ai-assisted-prospective-reflection.json"
   },
   {
    "study": "Probe study: goal check-ins during meetings",
    "title": "Are We On Track? AI-Assisted Active and Passive Goal Reflection During Meetings",
    "page": "https://seanrintel.com/publications/are-we-on-track-ai-assisted-active-and-passive-goal-reflection-during-meetings.html",
    "researchBrief": "https://seanrintel.com/publications/are-we-on-track-ai-assisted-active-and-passive-goal-reflection-during-meetings.json"
   },
   {
    "study": "Recordings and design: looking back and ahead in meetings",
    "title": "Designing Interfaces that Support Temporal Work Across Meetings with Generative AI",
    "page": "https://seanrintel.com/publications/designing-interfaces-that-support-temporal-work-across-meetings-with-generative-ai.html",
    "researchBrief": "https://seanrintel.com/publications/designing-interfaces-that-support-temporal-work-across-meetings-with-generative-ai.json"
   },
   {
    "study": "Field experiment: nudging attention to meeting goals",
    "title": "Nudging Attention to Workplace Meeting Goals: A Large-Scale, Preregistered Field Experiment",
    "page": "https://seanrintel.com/publications/nudging-attention-to-workplace-meeting-goals-a-large-scale-preregistered-field-experiment.html",
    "researchBrief": "https://seanrintel.com/publications/nudging-attention-to-workplace-meeting-goals-a-large-scale-preregistered-field-experiment.json"
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    "study": "Position paper: goals in human-AI work",
    "title": "Goals as First-Class Abstractions in Human-AI Collaboration",
    "page": "https://seanrintel.com/publications/goals-as-first-class-abstractions-in-human-ai-collaboration.html",
    "researchBrief": "https://seanrintel.com/publications/goals-as-first-class-abstractions-in-human-ai-collaboration.json"
   },
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    "study": "System design: AI-mediated shared workspaces",
    "title": "Stund: Activity-Enriched Collaborative Workspaces Mediated by Artificial Intelligence",
    "page": "https://seanrintel.com/publications/stund-activity-enriched-collaborative-workspaces-mediated-by-artificial-intelligence.html",
    "researchBrief": "https://seanrintel.com/publications/stund-activity-enriched-collaborative-workspaces-mediated-by-artificial-intelligence.json"
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   {
    "study": "Conversation analysis: designing for the meeting",
    "title": "(Re)Configuring Hybrid Meetings: Moving from User-Centered Design to Meeting-Centered Design",
    "page": "https://seanrintel.com/publications/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design.html",
    "researchBrief": "https://seanrintel.com/publications/reconfiguring-hybrid-meetings-moving-from-user-centered-design-to-meeting-centered-design.json"
   },
   {
    "study": "Interviews and narration: what attention in video is for",
    "title": "Classification of Functional Attention in Video Meetings",
    "page": "https://seanrintel.com/publications/classification-of-functional-attention-in-video-meetings.html",
    "researchBrief": "https://seanrintel.com/publications/classification-of-functional-attention-in-video-meetings.json"
   },
   {
    "study": "Interviews: low engagement as a choice",
    "title": "Low Engagement As a Deliberate Practice of Remote Participants in Video Meetings",
    "page": "https://seanrintel.com/publications/low-engagement-as-a-deliberate-practice-of-remote-participants-in-video-meetings.html",
    "researchBrief": "https://seanrintel.com/publications/low-engagement-as-a-deliberate-practice-of-remote-participants-in-video-meetings.json"
   },
   {
    "study": "Research synthesis: collaboration and meetings",
    "title": "Collaboration and Meetings – Chapter 1 of the 2021 New Future of Work report",
    "page": "https://seanrintel.com/publications/collaboration-and-meetings.html"
   },
   {
    "study": "Telemetry and diaries: multitasking in remote meetings",
    "title": "Large Scale Analysis of Multitasking Behavior During Remote Meetings",
    "page": "https://seanrintel.com/publications/large-scale-analysis-of-multitasking-behavior-during-remote-meetings.html",
    "researchBrief": "https://seanrintel.com/publications/large-scale-analysis-of-multitasking-behavior-during-remote-meetings.json"
   },
   {
    "study": "Survey and dashboard study: feedback on inclusive meetings",
    "title": "MeetingCoach: An Intelligent Dashboard for Supporting Effective and Inclusive Meetings",
    "page": "https://seanrintel.com/publications/meetingcoach-an-intelligent-dashboard-for-supporting-effective-inclusive-meetings.html",
    "researchBrief": "https://seanrintel.com/publications/meetingcoach-an-intelligent-dashboard-for-supporting-effective-inclusive-meetings.json"
   },
   {
    "study": "Survey and diaries: chat alongside video meetings",
    "title": "The Promise and Peril of Parallel Chat in Video Meetings for Work",
    "page": "https://seanrintel.com/publications/the-promise-and-peril-of-parallel-chat-in-video-meetings-for-work.html",
    "researchBrief": "https://seanrintel.com/publications/the-promise-and-peril-of-parallel-chat-in-video-meetings-for-work.json"
   },
   {
    "study": "Diary study: video meetings in the pandemic",
    "title": "Meeting (the) Pandemic: Videoconferencing  Fatigue and Evolving Tensions of Sociality  in Enterprise Video Meetings During  COVID-19",
    "page": "https://seanrintel.com/publications/meeting-the-pandemic-videoconferencing-fatigue-and-evolving-tensions-of-sociality-in-enterprise-video-meetings-during-covid-19.html",
    "researchBrief": "https://seanrintel.com/publications/meeting-the-pandemic-videoconferencing-fatigue-and-evolving-tensions-of-sociality-in-enterprise-video-meetings-during-covid-19.json"
   },
   {
    "study": "Survey and telemetry: chat and voice in meetings",
    "title": "Virtual voices: Exploring individual differences in chat and verbal participation in virtual meetings",
    "page": "https://seanrintel.com/publications/virtual-voices-exploring-individual-differences-in-chat-and-verbal-participation-in-virtual-meetings.html",
    "researchBrief": "https://seanrintel.com/publications/virtual-voices-exploring-individual-differences-in-chat-and-verbal-participation-in-virtual-meetings.json"
   }
  ]
 },
 "whyItMatters": {
  "stateOfTheArt": {
   "summary": "Videoconferencing systems mostly connect endpoints. Research and commercial AI tools target specific pain points, missing the bigger picture of meeting intentionality across the meeting lifecycle.",
   "quote": "they miss the bigger picture of improving the intentionality of meetings across the meeting lifecycle-everyone in a meeting knowing why they are there, what it is for, and what they need to discuss",
   "location": "§2.2, p. 3"
  },
  "contribution": {
   "summary": "A working probe that applies generative AI across the whole meeting lifecycle (from the invitation to in-meeting screen layouts) rather than to a single pain point. It comes with a user study, design implications and the prompts used, so others can rebuild it.",
   "quote": "CoExplorer, a GenAI-powered meeting system that optimizes task space in response to meeting goal-relevant input and immediate activity context",
   "location": "§1, p. 2"
  },
  "whoCares": {
   "summary": "Designers and researchers building generative AI meeting technology and adaptive windowing systems.",
   "quote": "Our results and design implications suggest next steps for creating GenAI-mediated meeting systems, and the Appendix helps other researchers recreate and build upon our system.",
   "location": "§7, p. 13"
  }
 },
 "researchQuestions": [
  "RQ1. What are users' perceptions of GenAI driving a meeting's purpose for a collaborative meeting of teammates?",
  "RQ2. What are users' perceptions of GenAI surfacing implicit needs and resources in meetings, and the potential effects on participation and effectiveness?",
  "RQ3. What are users' perceptions of human-on-the-loop interactivity in GenAI video meeting systems?"
 ],
 "concepts": [
  {
   "term": "Meeting intentionality",
   "definition": "What the paper means by intentionality:",
   "quote": "everyone in a meeting knowing why they are there, what it is for, and what they need to discuss",
   "location": "§2.2, p. 3"
  },
  {
   "term": "Meeting phases",
   "definition": "Locally organised, activity-oriented stretches of a meeting that may match, split or span agenda items and need different resources.",
   "quote": "Phases are activity-oriented, often involving the use of multiple resources, and different phases may require different resources.",
   "location": "§2.1, p. 2"
  },
  {
   "term": "Human-on-the-loop (HOTL)",
   "definition": "The system acts on its own and humans can only abort its decisions, unlike human-in-the-loop, where actions need prior approval.",
   "quote": "HOTL characterizes humanmachine interactions in which the automated system mainly allows humans to abort the machine's decisions, once initiated by the system",
   "location": "§3.1, p. 5"
  },
  {
   "term": "Meeting Focus Tool",
   "definition": "A generated pre-meeting tool in which attendees state preferences, used to refine goals and phases towards points of disagreement.",
   "quote": "a Meeting Focus Tool that lets meeting participants assess the implications of including specific features in a product from their role perspective and voice their preferences on key features",
   "location": "§3.2.1, p. 7"
  },
  {
   "term": "Technology probe",
   "definition": "A working prototype used to elicit users' reactions to design concepts rather than to evaluate performance.",
   "quote": "our technology probe walk-through allowed users to engage with a working example of a system that was not yet possible to build to a fidelity necessary for plausible evaluation",
   "location": "§6.5, p. 13"
  }
 ],
 "method": {
  "design": "Technology probe study: a guided walkthrough of the CoExplorer prototype in a simulated meeting, with a semi-structured interview and think-aloud.",
  "prototype": "CoExplorer, a video meeting app driven by generative AI (GPT-3.5 and GPT-4, with Microsoft Azure speech-to-text). From a pasted calendar invitation, it shows each attendee a suggested meeting goal, the reasoning behind it and a list of phases (such as introduction, brainstorming and discussion). It also generates a Meeting Focus Tool (here a feature-ranking calculator) in which attendees state their preferences before the meeting. It then narrows the goal and phases to where views diverge. During the meeting it transcribes speech, detects when the talk moves to a new phase, and asks whether anyone wants to stop the change. If no one objects, it rearranges the screen into a tiled layout of video, files and apps for that phase. For the study, the phases and focus tool were pre-generated and the researcher triggered phase changes. There was no comparison condition.",
  "prototypeFigure": 4,
  "setting": "One-hour one-to-one sessions over Microsoft Teams, on participants' own laptops. A fictional scenario in which a cross-functional product team decides features for a new version of headphones, using fictitious documents. The other attendees were simulated, with contrasting opinions assigned to them.",
  "sample": "26 employees of a large global technology company (18 males and 8 females) in roles including project manager, software engineer, hardware engineer, designer and researcher.",
  "n": 26,
  "duration": "About one hour per session.",
  "analysis": "Transcripts analysed with closed coding of attitudes to specific concepts, followed by iterative open coding of the reasons behind them."
 },
 "findings": [
  {
   "headline": "Gathering views beforehand helped.",
   "summary": "Employees who tried the prototype in a simulated product-planning meeting almost all found it helpful to collect attendees' preferences before the meeting, so discussion could focus on where they disagreed.",
   "quote": "a lot of the discussion often talks about the differences I guess. So it would be good to see where everybody's aligned and where everyone's not aligned.",
   "location": "§5.2, p. 9",
   "url": "https://seanrintel.com/publications/the-coexplorer-technology-probe-a-generative-ai-powered-adaptive-interface-to-support-intentionality-in-planning-and-running-video-meetings.html#at-s5-2-p-9",
   "cite": "Gun Woo (Warren) Park, Payod Panda, Lev Tankelevitch, and Sean Rintel. 2024. The CoExplorer Technology Probe: A Generative AI-Powered Adaptive Interface to Support Intentionality in Planning and Running Video Meetings. DIS 2024. https://doi.org/10.1145/3643834.3661507 (§5.2, p. 9)"
  },
  {
   "headline": "Organisers should keep the final say.",
   "summary": "The authors' design let the AI refine the meeting plan automatically, but many participants wanted its refinements to go through the meeting organiser. Some worried refined phases could overwrite the organiser's agenda, or let dominant speakers steer the meeting.",
   "quote": "The person who's chairing the meeting should be able to accept, reject, or modify any suggestions because they might know better or they might like the suggestion or not.",
   "location": "§5.2.1, p. 9",
   "url": "https://seanrintel.com/publications/the-coexplorer-technology-probe-a-generative-ai-powered-adaptive-interface-to-support-intentionality-in-planning-and-running-video-meetings.html#at-s5-2-1-p-9",
   "cite": "Gun Woo (Warren) Park, Payod Panda, Lev Tankelevitch, and Sean Rintel. 2024. The CoExplorer Technology Probe: A Generative AI-Powered Adaptive Interface to Support Intentionality in Planning and Running Video Meetings. DIS 2024. https://doi.org/10.1145/3643834.3661507 (§5.2.1, p. 9)"
  },
  {
   "headline": "Quick structure, ready resources.",
   "summary": "Of 26 participants, 7 valued how quickly the system turned a line of text into a meeting structure, and 10 were excited by it gathering relevant files and apps for each phase. Six worried too much structure would make meetings rigid and linear.",
   "quote": "One of the most difficult things in meetings is, do we have a document around this... So having that as resources that people can get to easily is really vital in a meeting.",
   "location": "§5.4, p. 10",
   "url": "https://seanrintel.com/publications/the-coexplorer-technology-probe-a-generative-ai-powered-adaptive-interface-to-support-intentionality-in-planning-and-running-video-meetings.html#at-s5-4-p-10",
   "cite": "Gun Woo (Warren) Park, Payod Panda, Lev Tankelevitch, and Sean Rintel. 2024. The CoExplorer Technology Probe: A Generative AI-Powered Adaptive Interface to Support Intentionality in Planning and Running Video Meetings. DIS 2024. https://doi.org/10.1145/3643834.3661507 (§5.4, p. 10)"
  },
  {
   "headline": "Ask first, but don't interrupt.",
   "summary": "The system acted unless someone objected. Most participants instead wanted it to ask before showing any file or app on the shared screen, yet also wanted fewer prompts during the meeting.",
   "quote": "You don't want to present and then you have something popping up quite regularly for some reason. That could be distracting.",
   "location": "§5.4.1, p. 11",
   "url": "https://seanrintel.com/publications/the-coexplorer-technology-probe-a-generative-ai-powered-adaptive-interface-to-support-intentionality-in-planning-and-running-video-meetings.html#at-s5-4-1-p-11",
   "cite": "Gun Woo (Warren) Park, Payod Panda, Lev Tankelevitch, and Sean Rintel. 2024. The CoExplorer Technology Probe: A Generative AI-Powered Adaptive Interface to Support Intentionality in Planning and Running Video Meetings. DIS 2024. https://doi.org/10.1145/3643834.3661507 (§5.4.1, p. 11)"
  },
  {
   "headline": "Distrust came before any error.",
   "summary": "Nearly every participant was sceptical of the AI-generated content, even though the system made no visible mistakes for nearly all of them. Trust often depended on more experience with the system or seeing previews of its choices.",
   "quote": "there is a general reluctance among meeting attendees to trust AI systems which do more than merely give suggestions",
   "location": "§6.1, p. 11",
   "url": "https://seanrintel.com/publications/the-coexplorer-technology-probe-a-generative-ai-powered-adaptive-interface-to-support-intentionality-in-planning-and-running-video-meetings.html#at-s6-1-p-11",
   "cite": "Gun Woo (Warren) Park, Payod Panda, Lev Tankelevitch, and Sean Rintel. 2024. The CoExplorer Technology Probe: A Generative AI-Powered Adaptive Interface to Support Intentionality in Planning and Running Video Meetings. DIS 2024. https://doi.org/10.1145/3643834.3661507 (§6.1, p. 11)"
  }
 ],
 "questions": [
  {
   "question": "Would people want AI to plan their meetings?",
   "answer": "Partly. AI can support meeting intentionality before a meeting. When employees tried a prototype, gathering attendees' views beforehand to focus discussion on goals was widely welcomed. Some valued quick structure from a short invitation. But many wanted the organiser to approve the AI's changes, and some feared rigid structure.",
   "source": "Gun Woo (Warren) Park, Payod Panda, Lev Tankelevitch, and Sean Rintel. 2024. The CoExplorer Technology Probe: A Generative AI-Powered Adaptive Interface to Support Intentionality in Planning and Running Video Meetings. DIS 2024. https://doi.org/10.1145/3643834.3661507",
   "basedOn": [
    {
     "location": "§5.2, p. 9",
     "url": "https://seanrintel.com/publications/the-coexplorer-technology-probe-a-generative-ai-powered-adaptive-interface-to-support-intentionality-in-planning-and-running-video-meetings.html#at-s5-2-p-9"
    },
    {
     "location": "§5.2.1, p. 9",
     "url": "https://seanrintel.com/publications/the-coexplorer-technology-probe-a-generative-ai-powered-adaptive-interface-to-support-intentionality-in-planning-and-running-video-meetings.html#at-s5-2-1-p-9"
    },
    {
     "location": "§5.4, p. 10",
     "url": "https://seanrintel.com/publications/the-coexplorer-technology-probe-a-generative-ai-powered-adaptive-interface-to-support-intentionality-in-planning-and-running-video-meetings.html#at-s5-4-p-10"
    }
   ]
  },
  {
   "question": "Should AI act on its own during a meeting?",
   "answer": "Mostly no. People liked the idea of a system finding relevant files and apps. But most wanted to be asked before anything appeared on the shared screen, while also not wanting frequent interruptions. Such systems have to resolve this tension.",
   "source": "Gun Woo (Warren) Park, Payod Panda, Lev Tankelevitch, and Sean Rintel. 2024. The CoExplorer Technology Probe: A Generative AI-Powered Adaptive Interface to Support Intentionality in Planning and Running Video Meetings. DIS 2024. https://doi.org/10.1145/3643834.3661507",
   "basedOn": [
    {
     "location": "§5.4, p. 10",
     "url": "https://seanrintel.com/publications/the-coexplorer-technology-probe-a-generative-ai-powered-adaptive-interface-to-support-intentionality-in-planning-and-running-video-meetings.html#at-s5-4-p-10"
    },
    {
     "location": "§5.4.1, p. 11",
     "url": "https://seanrintel.com/publications/the-coexplorer-technology-probe-a-generative-ai-powered-adaptive-interface-to-support-intentionality-in-planning-and-running-video-meetings.html#at-s5-4-1-p-11"
    }
   ]
  },
  {
   "question": "Do people trust AI meeting assistants?",
   "answer": "Not readily. People who tried an AI meeting prototype mistrusted its generated content even when it had made no mistakes. This suggests an aversion that predates any error. Where they did trust it, it was often on condition of longer experience or previews of its choices.",
   "source": "Gun Woo (Warren) Park, Payod Panda, Lev Tankelevitch, and Sean Rintel. 2024. The CoExplorer Technology Probe: A Generative AI-Powered Adaptive Interface to Support Intentionality in Planning and Running Video Meetings. DIS 2024. https://doi.org/10.1145/3643834.3661507",
   "basedOn": [
    {
     "location": "§5.4.1, p. 11",
     "url": "https://seanrintel.com/publications/the-coexplorer-technology-probe-a-generative-ai-powered-adaptive-interface-to-support-intentionality-in-planning-and-running-video-meetings.html#at-s5-4-1-p-11"
    },
    {
     "location": "§6.1, p. 11",
     "url": "https://seanrintel.com/publications/the-coexplorer-technology-probe-a-generative-ai-powered-adaptive-interface-to-support-intentionality-in-planning-and-running-video-meetings.html#at-s6-1-p-11"
    }
   ]
  }
 ],
 "cites": [
  {
   "url": "https://seanrintel.com/publications/coexplorer-generative-ai-powered-2d-and-3d-adaptive-interfaces-to-support-intentionality-in-video-meetings.html",
   "title": "CoExplorer: Generative AI Powered 2D and 3D Adaptive Interfaces to Support Intentionality in Video Meetings",
   "location": "p. 15"
  },
  {
   "url": "https://seanrintel.com/publications/making-space-for-social-time-supporting-conversational-transitions-before-during-and-after-video-meetings.html",
   "title": "Making Space for Social Time: Supporting Conversational Transitions Before, During, and After Video Meetings",
   "location": "p. 14"
  },
  {
   "url": "https://seanrintel.com/publications/meeting-the-pandemic-videoconferencing-fatigue-and-evolving-tensions-of-sociality-in-enterprise-video-meetings-during-covid-19.html",
   "title": "Meeting (the) Pandemic: Videoconferencing  Fatigue and Evolving Tensions of Sociality  in Enterprise Video Meetings During  COVID-19",
   "location": "p. 14"
  },
  {
   "url": "https://seanrintel.com/publications/meetingcoach-an-intelligent-dashboard-for-supporting-effective-inclusive-meetings.html",
   "title": "MeetingCoach: An Intelligent Dashboard for Supporting Effective and Inclusive Meetings",
   "location": "p. 16"
  },
  {
   "url": "https://seanrintel.com/publications/mental-models-of-meeting-goals-supporting-intentionality-in-meeting-technologies.html",
   "title": "Mental Models of Meeting Goals: Supporting Intentionality in Meeting Technologies",
   "location": "p. 16"
  },
  {
   "url": "https://seanrintel.com/publications/participatory-prompting-a-user-centric-research-method-for-eliciting-ai-assistance-opportunities-in-knowledge-workflows.html",
   "title": "Participatory prompting: a user-centric research method for eliciting AI assistance opportunities in knowledge workflows",
   "location": "p. 16"
  },
  {
   "url": "https://seanrintel.com/publications/perspectives-creating-inclusive-and-equitable-hybrid-meeting-experiences.html",
   "title": "Perspectives: Creating Inclusive and Equitable Hybrid Meeting Experiences",
   "location": "p. 16"
  }
 ],
 "quantitative": [
  {
   "measure": "Participants",
   "value": "26 employees; 18 males and 8 females",
   "location": "§4.1, p. 8"
  },
  {
   "measure": "Found capturing attendees' preferences in advance helpful",
   "value": "24 of 26",
   "location": "§5.2, p. 9"
  },
  {
   "measure": "Trusted the curated contents (often conditionally)",
   "value": "17 of 26",
   "location": "§5.4, p. 10"
  },
  {
   "measure": "Expected a way to recall windows the system closed",
   "value": "20 of 26",
   "location": "§5.4, p. 10"
  },
  {
   "measure": "Said the system should consult humans before showing files or apps; before phase changes",
   "value": "21 of 26; 16 of 26",
   "location": "§5.4.1, p. 10"
  },
  {
   "measure": "Wanted the organiser to have the final say on attendees' input",
   "value": "14 of 26",
   "location": "§5.2.1, p. 9"
  },
  {
   "measure": "Wanted the tool well in advance of the meeting",
   "value": "17 of 26",
   "location": "§5.2, p. 9"
  },
  {
   "measure": "Appreciated the easy structuring capability",
   "value": "7 of 26",
   "location": "§5.2, p. 9"
  },
  {
   "measure": "Excited about the system curating shared applications and files",
   "value": "10 of 26",
   "location": "§5.4, p. 10"
  },
  {
   "measure": "Voiced concerns about excessive structuring of the meeting",
   "value": "6 of 26",
   "location": "§5.4.2, p. 10"
  }
 ],
 "implications": [
  {
   "summary": "Offload human-in-the-loop checks to low-engagement times, such as before the meeting or during breaks, to balance low effort with agency and trust."
  },
  {
   "summary": "Address the tension between structured, linear meetings and flexible, non-linear ones, including capturing attendees' preferences about structure."
  },
  {
   "summary": "Design across the whole meeting lifecycle and the wider project, for example showing the focus tool well in advance."
  },
  {
   "summary": "Systems should assist rather than decide.",
   "quote": "Systems should act as an assistant-reducing task-load and enhancing agency-not a decision-maker.",
   "location": "§6.3, p. 12"
  },
  {
   "summary": "Balance effectiveness with sociality, preserving the social and ritual value of meetings and balancing agreement with disagreement."
  }
 ],
 "limitations": [
  {
   "summary": "Participants came from a single company and the pool was not gender-balanced."
  },
  {
   "summary": "Confidentiality meant fictitious documents rather than participants' real work files."
  },
  {
   "summary": "The study did not validate generated phases and tools or compare GenAI with people creating interfaces or running meetings.",
   "quote": "our study method did not validate the generated phases and support tools, nor was it a comparative evaluation of GenAI creating an interface versus an interface created by a person",
   "location": "§6.5, p. 13"
  }
 ],
 "figures": [
  {
   "src": "https://seanrintel.com/publications/figures/the-coexplorer-technology-probe-a-generative-ai-powered-adaptive-interface-to-support-intentionality-in-planning-and-running-video-meetings/fig-1.webp",
   "caption": "Figure 1: CoExplorer uses Generative AI to reduce the effort of meeting intentionality. From a natural language calendar invitation, GenAI is used to generate a meeting goal, a suggested list of meeting phases and their associated activities, and a meeting focus tool to help find specific needs for discussion. From attendee responses to that tool, GenAI refines the list of meeting phases. When the meeting is underway, GenAI is used to monitor the talk and either suggest or follow users' transitions between phases to fit the trajectory of the meeting. For each phase, GenAI generates apps and optimizes their position and size to fit the meeting phase.",
   "alt": "Diagram. Before the meeting: AI suggests phases from the invitation, attendees answer a meeting focus tool, and AI refines the phases. During the meeting: as talk moves to a new phase, the right apps and files open.",
   "location": "Fig. 1, p. 1",
   "credit": "Figure 1 from Gun Woo (Warren) Park, Payod Panda, Lev Tankelevitch, and Sean Rintel. 2024. The CoExplorer Technology Probe: A Generative AI-Powered Adaptive Interface to Support Intentionality in Planning and Running Video Meetings. DIS 2024. https://doi.org/10.1145/3643834.3661507"
  },
  {
   "src": "https://seanrintel.com/publications/figures/the-coexplorer-technology-probe-a-generative-ai-powered-adaptive-interface-to-support-intentionality-in-planning-and-running-video-meetings/fig-2.webp",
   "caption": "Figure 2: This framework shows the pre-, during, and post- meeting stages and identifies pain points (initiating focused discussion; resource management for each phase), and suggests points of intervention (meeting focus tool; adaptive phase definitions; layouts tailored to each phase).",
   "alt": "Diagram of the meeting timeline: a pre-meeting focus tool feeds suggested goal and phases (intro, brainstorming, discussion, conclusion), each with its own adaptive layout, and post-meeting is out of scope.",
   "location": "Fig. 2, p. 5",
   "credit": "Figure 2 from Gun Woo (Warren) Park, Payod Panda, Lev Tankelevitch, and Sean Rintel. 2024. The CoExplorer Technology Probe: A Generative AI-Powered Adaptive Interface to Support Intentionality in Planning and Running Video Meetings. DIS 2024. https://doi.org/10.1145/3643834.3661507"
  },
  {
   "src": "https://seanrintel.com/publications/figures/the-coexplorer-technology-probe-a-generative-ai-powered-adaptive-interface-to-support-intentionality-in-planning-and-running-video-meetings/fig-4.webp",
   "caption": "Figure 4: (A) Sequence of phases and tool for determining meeting focus. (B) Participants in the meeting employ the focus tool to select preferred features. (C) CoExplorer uses the aggregated preferences to adjust the meeting's objective and flow.",
   "alt": "CoExplorer screens: a generated goal, list of phases and reasoning beside a feature-selection calculator, and attendees' selections lead to a refined goal and phases focused on features where they disagreed.",
   "location": "Fig. 4, p. 6",
   "credit": "Figure 4 from Gun Woo (Warren) Park, Payod Panda, Lev Tankelevitch, and Sean Rintel. 2024. The CoExplorer Technology Probe: A Generative AI-Powered Adaptive Interface to Support Intentionality in Planning and Running Video Meetings. DIS 2024. https://doi.org/10.1145/3643834.3661507"
  }
 ],
 "pageNumbersReferTo": "https://arxiv.org/pdf/2405.18239",
 "verified": "2026-10-25",
 "studyFigure": {
  "about": "The opening figure on this paper's page, made for the site with AI assistance from this verified brief. It is not the paper's own figure. Evidence entries index this file's quantitative, findings and limitations arrays.",
  "study": {
   "kind": "single",
   "summary": "Technology probe study with 26 employees of a global technology company. Each tried the CoExplorer prototype, driven by GPT-3.5 and GPT-4, in a simulated meeting, in a one-to-one online session of about one hour.",
   "steps": [
    {
     "label": "Simulated meeting",
     "detail": "A fictional product team decides features for new headphones, with simulated attendees holding contrasting views."
    },
    {
     "label": "Guided walkthrough",
     "detail": "Each participant tried the prototype on their own laptop and thought aloud."
    },
    {
     "label": "Interview",
     "detail": "Participants discussed each design concept in a semi-structured interview."
    },
    {
     "label": "Analysis",
     "detail": "Transcripts were coded for attitudes to each concept, then for the reasons behind them."
    }
   ]
  },
  "tool": {
   "steps": [
    {
     "title": "Draft a plan",
     "text": "From a pasted calendar invitation, the AI shows each attendee a suggested goal, its reasoning and a list of phases.",
     "fields": [
      "meeting goal",
      "reasoning",
      "phases"
     ],
     "part": true
    },
    {
     "title": "Gather views",
     "text": "The AI generates a Meeting Focus Tool in which attendees state their preferences before the meeting.",
     "part": true
    },
    {
     "title": "Refine the plan",
     "text": "The AI narrows the goal and phases to where attendees' views diverge.",
     "part": true
    },
    {
     "title": "Follow the talk",
     "text": "During the meeting, the AI transcribes speech and detects when talk moves to a new phase.",
     "part": true
    },
    {
     "title": "Check, then switch",
     "text": "The system asks whether anyone objects. If no one does, it brings up the video, files and apps for the new phase."
    }
   ],
   "note": "In the study, the plan and focus tool were generated in advance and the researcher triggered phase changes. There was no comparison group."
  },
  "findings": {
   "legend": null,
   "stages": [
    {
     "title": "Before the meeting",
     "sub": "goal, phases and focus tool",
     "items": [
      {
       "dir": "none",
       "text": "Of 26 participants, 24 found gathering attendees' preferences beforehand helpful.",
       "detail": "Participants said it would let discussion focus on where attendees disagreed. Of 26, 17 wanted the focus tool well in advance of the meeting.",
       "evidence": [
        "quantitative[1]",
        "quantitative[6]",
        "findings[0]"
       ]
      },
      {
       "dir": "none",
       "text": "Of 26 participants, 14 wanted the organiser to have the final say.",
       "detail": "The prototype refined the plan automatically. Some participants worried this could overwrite the organiser's agenda or let dominant speakers steer the meeting.",
       "evidence": [
        "quantitative[5]",
        "findings[1]"
       ]
      },
      {
       "dir": "none",
       "text": "Of 26 participants, 7 valued how fast a line of text became a meeting structure.",
       "detail": "Ten were excited that the system gathered relevant files and apps for each phase. Six worried too much structure would make meetings rigid and linear.",
       "evidence": [
        "quantitative[7]",
        "quantitative[8]",
        "quantitative[9]",
        "findings[2]"
       ]
      }
     ]
    },
    {
     "title": "During the meeting",
     "sub": "files and apps for each phase",
     "items": [
      {
       "dir": "none",
       "text": "Of 26 participants, 21 said the system should ask before showing files or apps.",
       "detail": "For phase changes, 16 of 26 said the same. The prototype acted unless someone objected.",
       "evidence": [
        "quantitative[4]",
        "findings[3]"
       ]
      },
      {
       "dir": "none",
       "text": "Some participants worried that frequent prompts would distract during a meeting.",
       "detail": "The paper notes that asking before each change and interrupting less pull in opposite directions.",
       "evidence": [
        "findings[3]"
       ]
      },
      {
       "dir": "none",
       "text": "Of 26 participants, 20 expected a way to bring back windows the system closed.",
       "detail": "The system rearranges the files and apps on screen for each new phase.",
       "evidence": [
        "quantitative[3]"
       ]
      }
     ]
    },
    {
     "title": "Trust in the AI",
     "sub": "across the walkthrough",
     "items": [
      {
       "dir": "none",
       "text": "Nearly every participant was sceptical of the AI's generated content, despite no visible errors.",
       "detail": "Even so, 17 of 26 trusted the content it gathered, often on conditions such as more experience with the system or previews of its choices.",
       "evidence": [
        "findings[4]",
        "quantitative[2]"
       ]
      }
     ]
    }
   ]
  },
  "keyTerm": "meeting intentionality",
  "takeaway": "Generative AI can support meeting intentionality by gathering attendees' views beforehand, so discussion focuses on where they disagree. People may trust it more when it asks before sharing files, leaves organisers the final say and rarely interrupts."
 }
}